Your 24/7 front door and daily operations engine.
Answers every call, recognizes returning customers from hello, captures and books leads, and logs it all to your CRM — so nothing slips and no one waits on hold.
This isn't a generic answering service. Your Intake Coordinator learns your specific business — your services, your pricing tiers, your service area, your qualifying questions, your ideal customer profile. And because it runs on your CRM, it recognizes returning customers the moment they reach out — greeting them by name, picking up where you left off, and tailoring each conversation to capture the most revenue from it. Every interaction reflects YOUR brand, not ours.
The Intake Coordinator comes with our top-tier CRM and uses every part of it that matters for front-desk work: a complete contact record for instant caller recognition, two-way SMS and call tracking, real-time calendars and appointment booking, pipelines so every lead has a next step, smart lists for follow-up, and automations that fire the moment a call ends. Anything a best-in-class CRM can do at the front desk, your Intake Coordinator does — automatically.
Your customers don't just call. They chat on your website, text your business number, and fill out forms at 11 PM. This agent covers every channel — simultaneously.
Answers every call with a natural AI voice that speaks fluently, adjusts tone and pacing to match the caller, and handles objections with grace. Not a phone tree — a conversation.
A lightweight chat widget that lives on your website and engages visitors the moment they land. Qualifies leads, answers FAQs, and books appointments — all without a human touching the keyboard.
When a call is missed, this agent doesn't wait. Within 60 seconds, the caller receives a personalized text designed to recapture the lead before they call your competitor.
Your Intake Coordinator doesn't just capture data — it generates intelligence. Every interaction produces a scored, enriched, CRM-ready lead profile.
Every lead is scored in real-time based on your predetermined criteria — service match, budget range, urgency, location, and timeline. High-quality leads are flagged and fast-tracked. Low-quality leads are routed to nurture sequences. Your team only talks to prospects worth their time.
Captures full contact details, asks your specific qualifying questions, identifies the service needed, assesses urgency, and determines budget fit — all within a natural conversation the caller doesn't realize is being structured.
Every call generates a structured summary — not just notes, but actionable intelligence. Call sentiment analysis, key objections raised, specific services discussed, competitive mentions, and recommended next actions. Your CRM entry reads like a brief, not a transcript.
Contact info, call recording link, conversation summary, lead score, qualifying answers, appointment details, and follow-up triggers — all synced to your CRM instantly. No manual data entry. No forgotten details. Every field populated.
Routes qualified leads to the right team member based on territory, service specialty, deal size, or language preference. Emergency calls escalate instantly. After-hours calls route to on-call staff. Leads are routed to the right person based on your rules.
Sends real-time notifications when high-value leads come in, when call volume spikes above normal, when a repeat caller shows buying signals, or when a VIP customer calls. Your team stays informed without checking dashboards.
Not just appointment booking — a complete scheduling lifecycle manager that reduces no-shows and fills cancellation gaps automatically.
Books appointments directly on your calendar during the conversation — phone, chat, or text. Checks real-time availability, respects buffer times, and handles timezone differences.
Sends confirmation via text and email immediately after booking. Includes date, time, location, preparation instructions, and a one-tap reschedule link.
Automated reminders at 48 hours, 24 hours, and 2 hours before the appointment. Each reminder includes an easy reschedule option — not just a "reply to confirm."
When cancellations happen, the agent automatically offers alternative times, fills the gap from a waitlist, and re-engages the cancelling customer with a new time — without your team lifting a finger.
Missed appointments trigger an immediate follow-up — a polite text offering to rebook. No-shows that don't respond enter a gentle re-engagement sequence designed to bring them back without pressure.
When someone cancels, the open slot is instantly offered to waitlisted prospects ranked by lead score. Top prospects get first shot — within 2 minutes of the cancellation. Up to 3 rounds of outreach until the slot is filled.
Every missed call is a missed customer. The Intake Coordinator turns your phone line into a revenue engine.
Research shows ~80% of callers won’t leave a voicemail — and 85% won’t call back. The Intake Coordinator answers every call live, 24/7, so you never lose a lead to silence.
View Research →Studies show a 391% increase in conversions when leads are contacted within 60 seconds. The Intake Coordinator responds instantly — by call, text, or chat — capturing leads at peak intent.
View Research →78% of customers buy from the company that responds first. With instant 24/7 coverage, the Intake Coordinator puts you first in line — every time.
View Research →Every inbound scenario covered. Calls, chats, texts, scheduling, follow-ups, no-shows, cancellations, lead scoring, CRM sync — fully automated. Your team focuses on closing. The Intake Coordinator handles everything before the handshake.
Comes with our top-tier CRM out of the box — and connects to the calendars, field-service, and business tools you already use. Already on a CRM you love? We sync with it. No migration, no new platforms to learn.
Don't see your tool? We integrate with 200+ platforms via API and custom connectors.
Book a free consultation and we'll show you exactly how many leads your business is missing — and how the Intake Coordinator recovers them.
*Results vary by business. All performance metrics and financial figures represent projected outcomes based on typical implementations and are not guaranteed.